Program Administration Guide
This guide provides comprehensive information on the administrative aspects of running the AARC Learn to Scull Program, helping coaches and program leaders manage logistics effectively.
Program Structure
- Duration: 4 sessions (3 hours each)
- Class Size: Maximum 8-12 participants
- Instructor Ratio: 1:3 (coach to student) for on-water activities, 1:6 for land instruction
- Schedule: Typically weekends, 9am-12pm or 1pm-4pm
Pre-Program Administration
Registration Management
- Participant registration is managed through the club’s online registration system
- Monitor registration numbers and maintain a waitlist if necessary
- Send confirmation emails with program details one week before start date
- Collect and verify all required waivers and medical information
Equipment Allocation
- Assign boats based on:
- Participant height and weight
- Skill development needs
- Available equipment inventory
- Prepare a boat rotation schedule for each session
- Ensure sufficient safety equipment (PFDs, coaching launches, first aid kits)
Facility Preparation
- Schedule boathouse access for program dates
- Reserve classroom/indoor space for land instruction
- Ensure all teaching materials (whiteboards, projectors) are available
- Prepare signage for navigation and directions
During-Program Administration
Daily Setup and Management
- Arrive 45 minutes before participants to prepare equipment and facilities
- Conduct a brief coach meeting to review the day’s plan and assignments
- Set up an information/sign-in table for participants
- Prepare and test all safety equipment before each session
Record Keeping
- Take attendance at each session
- Document any incidents or safety concerns
- Track participant progress using the Assessment Tools
- Note equipment issues for maintenance follow-up
Coach Coordination
- Assign specific roles to each coach:
- Lead instructor (classroom and demonstrations)
- On-water coaches (direct supervision of rowers)
- Safety officer (monitoring conditions and readiness)
- Conduct brief post-session debriefs to address any issues
Post-Program Administration
Program Evaluation
- Collect participant feedback via standardized evaluation forms
- Conduct coach debrief session to gather insights
- Analyze feedback to identify areas for program improvement
- Document program outcomes and suggestions for future sessions
Participant Follow-up
- Send completion certificates and program follow-up emails
- Provide information about next steps in rowing participation
- Track conversion from Learn to Scull to club membership
- Collect testimonials for program promotion
Equipment Management
- Conduct post-program equipment inventory and condition assessment
- Schedule any necessary repairs or maintenance
- Update equipment allocation recommendations based on program experience
Resource Management
Budget Considerations
- Program fee structure and financial management
- Equipment maintenance allocation
- Coach compensation guidelines
- Emergency funds allocation
Staff Development
- Identify coaching development needs
- Schedule coach training and certification opportunities
- Create mentorship opportunities for assistant coaches
Documentation and Templates
For standardized program communications and documentation, refer to:
Calendar Planning
Annual Program Cycle
- Planning Phase (3 months prior)
- Set program dates and registration timeline
- Assign lead coaches and support staff
- Review and update program materials
- Preparation Phase (1 month prior)
- Open registration
- Prepare equipment and facilities
- Conduct coach briefings
- Execution Phase (Program duration)
- Deliver program sessions
- Conduct ongoing assessment and adjustment
- Evaluation Phase (2 weeks post-program)
- Collect and analyze feedback
- Document lessons learned
- Plan improvements for next cycle
Special Considerations
Weather Contingencies
- Develop alternative plans for each session in case of weather disruptions
- Create a communication protocol for weather-related changes
- Prepare indoor activities that reinforce key learning objectives
Adaptive Programming
- Guidelines for accommodating participants with different abilities
- Resource allocation for adaptive equipment if needed
- Training requirements for coaches working with adaptive rowers
This guide should be reviewed and updated annually to reflect program changes and improvements. For questions regarding program administration, contact the AARC Learn to Scull Program Coordinator.